Accepted time to planning insight

Step by step

1. Reconcile actuals Finance

   Daily, time-sync-from-pm-time reads approved Timesheet rows from the pm-time app and matches each to the corresponding assignment periods by Resource + Project + Week, writing actual hours and computing variance hours = actual hours − allocation hours. Closed weeks flip assignment period status: In progress → Closed. This is the only path by which actuals enter the Resource Management app — staffers do not log time here.

   • Apply exact source revisions without duplicate hours
   • Updates Time actuals, Assignment periods

2. Review utilisation Resource Manager

   Weekly on Monday, utilization-rollup aggregates the prior week’s closed or frozen assignment periods and effective time actuals into one Utilization row per Resource (available hours, allocated hours, actual hours, billable hours, non billable hours, utilization pct, billable utilization pct). Right after, bench-detection scans the latest Utilization plus forward-booking coverage and writes a Bench row for every Resource whose forward-4-week average utilization pct falls below the bench threshold (default 60%). Practice Leads get a digest; the bench-clearing motion (cross-Practice loan, investment work or training time) starts from the Bench Report.

   • Separate observed work from future availability
   • Updates Utilization, Bench

3. Close assignment Resource Manager

   Daily, assignment-end-cleanup flips every Assignments row with end date < today AND Status: Active to Status: Completed (or Substituted for an approved effective replacement), freezes the trailing assignment periods to Status: Frozen, and recomputes the Resource’s forward weekly capacity to release the freed allocated hours. The Resource is now visible to skill-match-suggester for the next request.

   • Preserve the accepted past and release future capacity
   • Updates Assignments, Assignment periods

Finance

Owns revenue forecasting from forward-booked Assignments and the financial integrity of rate cards. Co-approver on rate card activation alongside the Practice Lead.

Resource Manager

Owns the demand-supply marketplace for one or more Practices. Sole authority to approve resource requests for own Practice, match a Resource, create the Assignment, intake Substitutions, and clear Bench rows.

Viewer

Executive read-only on org-wide Utilization and Bench. Used by the CEO, COO, and PMO Lead for the quarterly headline (“utilization is 74% across delivery”). No personally identifying detail beyond Resource full name.